XBert Type: Standard
Accounting Software: Xero, QuickBooks Online, MYOB
Country Restriction: the United Kingdom only
Risk Type: Data Quality Risk
Business Function: Contacts
Overview
This XBert finds a supplier, customer or bank-transaction contact in your ledger that has no tax number recorded against it, yet matches a known UK business. XBert has confidently identified who the contact is, so you can add the missing VAT or business details and keep your contact records clean and complete.
What it does
XBert reviews the contacts you trade with and looks at the bills, invoices and bank transactions linked to each one. When a contact has no tax number stored on its record, XBert checks it against its register of UK business information. If it finds an exact tax-number match to a recognised UK business, it flags the contact so you can complete the missing details.
How it works
This XBert raises one alert for each contact where all of the following are true:
The contact has no tax number recorded on its record in your accounting software.
XBert has matched the contact, by an exact tax-number match, to a recognised UK business.
The contact has had activity since January 2022 — an approved or paid bill, an approved or paid invoice, or a bank transaction.
The contact is still active in your ledger and a supporting document is available to show the match.
To avoid raising alerts that are not useful, this XBert deliberately ignores certain contacts. It skips contacts matched to common payment processors (such as BPAY and eBay) and to a government tax office, contacts on XBert's exclusion list, and any contact that has not yet fully synced from your accounting software. Contacts with no supporting document are also left out, and where a very large number of contacts match, XBert prioritises the most valuable ones first.
Example/Use Case
Priya, who manages the books for a small London marketing agency, has a supplier set up as "Brightwave Print" with bills totalling around £4,800 over the past year. The contact record has no VAT number against it. XBert matches "Brightwave Print" to a recognised UK business by an exact tax-number match and raises this XBert. Priya opens the supplier in her accounting software, confirms it is the same company, and adds the VAT number to the contact. Her supplier records are now complete, which keeps her VAT reporting and supplier reconciliation accurate.
Accounting software
This XBert runs for businesses connected through Xero, QuickBooks Online and MYOB.
Which countries it supports
This XBert applies to businesses in the United Kingdom only.
Processes
Business area: Contacts
Open the contact named in the XBert in your accounting software.
Review the supporting document XBert has surfaced and confirm the contact is the UK business XBert has matched it to.
If the match is correct, add the missing VAT or tax number to the contact record so your contact details are complete.
If the match is not correct, leave the contact's tax number as it is and treat the XBert as a prompt to check the details.
Once the contact's details are corrected, mark the XBert as resolved.